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The aim of this document is to provide information on video conferencing both in terms of how it might be used and in the technical specification required to get the best out of it. Grateful thanks to colleagues in Central IT, Rob Andrews, Graham Colby and Paul McDonald for all their input on the technical issues.

Video conferencing is a means of linking two or more sites by video and enables people at each site to interact as if they were at one site (this includes sharing the use of the same software at both sites).

Video conferencing is all about sharing resources, particularly where special expertise is required.

Meetings:
Video conferencing can be used for meetings, saving time and travelling costs especially where one party maybe some distance away;

Curriculum enrichment:
Connect with specialist organisations around the world e.g. zoos, art galleries, companies who may be able to demonstrate the practical application of science, collaborative performances (e.g. music, theatre,), share a poet, story teller; understanding other faiths; different environments; remote visits; school partnerships etc., NASA, Meteorological Office;
Languages - connect with overseas schools and organisations to develop language skills, exchange programmes;
Teaching - share expert teachers, share courses with low take up amongst other schools, transitional links between schools, remote observation of lessons/teachers.
See also the document Video conferencing - possible uses.

There are two ways of connecting one place to another in order to video conference. One is via the Internet called IP (Internet protocol). The other is via an ISDN dial up. This last is not to be confused with the ISDN2 connections which North East Lincolnshire primary schools have. These are simply used to provide an internet connection.

Historically, organisations have been using ISDN dial up connections to video conference because that was the only choice. As broadband (a super fast internet connection) is becoming more widely available, it is expected that organisations will change to broadband in the next few years. The main reason is that to video conference adequately using an ISDN dial up connection, is expensive. The connection needs to be at least ISDN6 which will cost £750 installation charge; £135 monthly line rental; plus telephone charges for the duration of the conferencing session at the standard local, national or international rates (depending on conferencing partners) multiplied by 6! The IP version doesn't incur call charges. Schools pay only for the line rental be it broadband or ISDN2.

For the best image quality a broadband connection is essential but an ISDN2 Internet connection provides an acceptable image quality. If your school or establishment is likely to be using an ISDN2 connection for video conferencing, it has to make sure that there will be no other Internet activity during the conference. Video conferencing will take up less than half the capacity of a broadband connection so there is no need to restrict Internet use during a conference.

There are a lot of cheap cameras (web cams). Although they will work, they have limitations: they're really only suitable for one to one or very small groups (3-5 people) so they are unsuitable for whole class conferences; picture quality is poor and they need to be linked to a PC fitted with a special card; furthermore because of the way they operate, they may provide access to unsuitable material. More expensive units will be more flexible and have more useful features e.g. video compression within the unit. No dedicated PC should be needed to run it unless data sharing. It will have a better lens and therefore give better picture quality especially for large rooms. It will provide remote control of the far end camera, allowing users to zoom in and out. In the end you get what you pay for, but if you go for the cheap option you will become very frustrated at the equipment's limitations and lose interest in the real benefits of video conferencing.

The advisory team recommends the one of two possible equipment options depending on how the establishment will use video conferencing.

Option 1: the Polycom Viewstation 128
This model will fill most establishments needs. It is designed for one to one video conferencing (that is linking one location to one other location in one video conference). It is suitable for large room use including classrooms and it is upgradeable to the model below.

Option 2: the Polycom Viewstation FX
This is the model to choose if your establishment is planning to have multipoint conferences via IP ( that is linking up to 4 locations in one video conference). However it is almost twice the price of the model above. There is an additional module available for the FX which will allow IP and ISDN calls at a the same time.

Prices are available from Central IT (01472 323999). Please place your orders with Central IT.

In schools, video conferencing will work best in conjunction with a Promethean interactive whiteboard. It will also be useful to have an additional screen (television or monitor) and video recorder available for the duration of the conference. This may already be available, but both can be bought at reasonable cost through your usual procedures.

Consider the location being used.

The ideal solution is to have a dedicated classroom, where the lighting – both natural and artificial - can be controlled. Too much light will produce a poor picture – controlling individual light fittings is strongly recommended. Blinds at the windows are essential. Microphones can be permanently placed around the room for better sound quality and the camera can be fixed permanently so that camera positions can be set. Smaller schools may not have the luxury of a spare room, but it would be wise to nominate a particular room for video conferencing.

Careful planning of the conference well in advance of the day is essential. Think about the objective and the content of the conference. For instance a conference using small items e.g. mini-beasts, will need an additional hand held camera or digital video camera so that the article can be better shown on the large screen. Schools can share data (video or software) on their whiteboards, as long as the PCs have a network card and the latest Polycom software provided with the camera.

Background noise can be a problem. The equipment comes with a very sensitive pod microphone which, when placed centrally, can pick up a voice anywhere in the classroom. However if there is background chatter or noise, the speaker's voice may be inaudible. A hand held microphone is very useful for passing around participants. A lapel microphone will be useful for the lead speaker.

Video conferencing works especially well with a Promethean Activboard, because of the large display screen. An additional monitor or TV will be an advantage too, because both local and remote locations can be viewed at the same time. A video recorder will enable the conference to be taped for reference at a later date. It will also allow a video tape to be played as part of the conference.

At least one teacher in each school or department needs to be nominated as the “expert” so that he/she can show other potential users how to set up and use the video conferencing equipment. It should not be necessary after the first conference or two, to need Consultant or technical support. We will offer a video conferencing course, which will include tuition on the use of the equipment and how to plan for a conference.

If at any time, you would like advice on video conferencing please contact one of the team below.

http://www.global-leap.com/

Yvonne Walker , telephone: 01472 323275
email: yvonne.walker@nelincs.gov.uk for curriculum support and training.

Rob Andrews, ICT Technician, 01472 323999 for technical issues.